Reporting to the Director of Administration for Academic Affairs, the Executive Assistant provides a wide range of complex administrative support and coordination to ensure efficient operation of the Academic Affairs Office, including answering phones, receiving visitors, providing information, scheduling complex calendars, coordinating meetings, distributing mail and maintaining records.
TYPICAL DUTIES AND RESPONSIBILITIES:
Provides administrative, clerical, and organizational support to the Associate Dean for Administration and Director of Administration for Academic Affairs, performing a wide range of multifaceted and confidential administrative duties for the Academic Affairs office; manages and maintains calendars, schedules numerous complex meetings and handles meeting arrangements including scheduling, planning logistics, reserving rooms, and preparing materials/agenda; drafts correspondence.
Provides calendaring support for the Assistant Dean for Faculty Affairs;
Serves as principal contact and source of information for staff, faculty, students and external constituents; answers phone, greets visitors, orders supplies, manages office equipment.
Provides support in a wide variety of areas related to the school's administrative operations including activities and assignments related to the production of reports on a variety of topics including faculty and staff planning, curricular development and various other aspects of Academic Affairs;
Assists the Associate Dean for Administration with monthly Senior Staff meetings, producing the agenda and minutes for each meeting; serves as a principal contact for GSD Senior Staff;
Coordinates the activity at the Philip Johnson Thesis House, serving as the main contact for all matters related to the house, coordinating the stay of guests, and keeping the house calendar, inventory and protocols up to date;
Facilitates information sharing via various databases and spreadsheets;
Coordinates Digital Measures faculty database at the direction of the Director of Administration for Academic Affairs;
Assists with studio abroad logistics;
Assists with annual faculty data collections as needed, such as web bios and personal/contact information;
Processes and reconciles invoices and acts as a liaison with the Finance Office; monitors monthly budget reports and journals;
Coordinates production of the GSD Fact Book, annually, at the direction of the Senior Director of Curricular Affairs and Institutional Research;
Coordinates the Design Innovation Grants, in consultation with department chairs, dean, and academic dean;
Maintains the Academic Affairs website;
Assists the Director of Administration and the Dean for Administration with special projects;
Performs other job related duties as required.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
HS Diploma or equivalent required
2-3 years of related experience required
Excellent technical skills with high proficiency in MS Office, databases, and web editing
Flexibility and initiative required
BA/BS degree preferred
Ability to handle confidential materials with discretion required
Excellent interpersonal and organizational skills essential
Ability to handle multiple tasks and prioritize accordingly
Strong attention to detail
Must work well independently and as part of a team.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 48745BR
About Harvard University Graduate School of Design
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.